In today’s digital age, where automation and cost-efficiency reign supreme, Managed Print Programs (MPPs) have emerged as a solution for businesses aiming to optimize their printing operations. But for small and medium-sized businesses (SMBs), the question remains: Are MPPs truly a cost-saving investment, or is it just another overhead expense?
Let’s break down Managed Print Programs and analyze whether they can help SMBs reduce costs, streamline workflows, and improve efficiency.
What is a Managed Print Program (MPP)?
An MPP is a service where a third-party provider manages all aspects of a company’s printing needs, including:
- Printer Hardware Management: Monitoring, repairs, and replacements.
- Toner and Ink Replenishment: Automated consumable delivery when you are running low.
- Usage Monitoring and Optimization: Providing insights into print usage to identify areas for improvement.
- Security and Maintenance: Regular printer software and firmware updates and security patches.
Instead of handling printers internally, an MPP shifts the burden to the provider, offering predictable costs and peace of mind. According to Coordinated Business Systems, MPPs help businesses consolidate printing costs by analyzing current setups and implementing strategies to reduce print volume and unnecessary hardware.
How SMBs Can Benefit from Managed Print Programs
1. Cost Control Through Predictable Monthly Pricing
For SMBs, surprise expenses—like unexpected printer breakdowns or emergency toner runs—can disrupt budgets.
- Predictable Costs: MPPs provide fixed monthly fees that cover consumables, maintenance, and service.
- Elimination of CapEx: Instead of purchasing expensive hardware outright, businesses can lease devices through MPPs, saving capital for other priorities.
ManagedPrint.com highlights that SMBs can save up to 30% on print-related expenses by implementing MPS, transforming unpredictable costs into consistent, manageable payments.
2. Improved Efficiency and Reduced Downtime
How much time do your employees waste troubleshooting printer issues? For SMBs, this inefficiency can translate into real costs.
- Proactive Maintenance: MPPs monitor printer performance and resolve issues before they escalate.
- Automated Supply Management: No more “out-of-toner” emergencies—supplies are replenished automatically.
- Streamlined Print Environments: Providers assess and optimize your printer fleet to reduce redundancy and waste.
According to Hilyard’s Business Solutions, MPS ensures printing operations run smoothly, minimizing downtime and boosting productivity.
3. Data-Driven Optimization
Managed Print Programs offer insights into print usage, helping businesses cut costs and improve sustainability.
- Usage Reports: Track which departments or teams print the most and identify wasteful habits.
- Cost-Saving Strategies: Implement duplex printing, print quotas, and other optimizations.
- Environmentally-Friendly Printing: Reduce unnecessary printing and adopt greener practices.
Office1 emphasizes that real-time usage reporting from MPPs allows businesses to further refine and optimize their print operations.
4. Security and Compliance
Cybersecurity risks are often overlooked when it comes to printers. SMBs with limited IT resources may not realize printers can be entry points for data breaches.
- Secure Print Release: Prevent unauthorized access to sensitive print jobs.
- Automatic Updates: MPPs ensure printers receive timely software updates and security patches.
- Compliance Assistance: For SMBs in regulated industries, MPPs help maintain data security standards.
As Hilyard’s Business Solutions notes, MPPs incorporate robust security features to protect sensitive documents and ensure compliance with data protection regulations.
The Hidden Costs of “DIY” Printing
Many SMBs assume that managing printing internally is cheaper. However, this DIY approach can lead to:
- Uncontrolled Spending: Frequent purchases of ink or toner at retail prices.
- Inefficient Hardware Use: Over-utilized or under-utilized printers adding to maintenance costs.
- Employee Downtime: Staff spending time troubleshooting printer issues instead of focusing on their core tasks.
Flynn’s Office Solutions highlights how hidden printing costs—beyond just paper and toner—add up quickly for SMBs managing printing without a structured program.
Should Your SMB Consider an MPP?
To determine if Managed Print Programs make sense for your business, ask yourself:
- Are printing costs unpredictable and difficult to track?
- Do you experience frequent printer-related downtime or inefficiencies?
- Is your team spending too much time managing printers or ordering supplies?
- Do you lack visibility into your print usage or waste?
- Are data security and compliance concerns increasing?
If you answered “yes” to any of these, an MPP could deliver significant savings and operational benefits. Impact Networking notes that businesses benefit from reduced print budgets and more streamlined operations with MPS.
MPPs Are About More Than Just Savings
For SMBs, Managed Print Programs are not just about cutting costs—they’re about improving efficiency, enhancing security, and freeing up resources to focus on growth. By outsourcing print management, SMBs can transform a historically overlooked area into a streamlined, cost-effective operation.
Ready to Explore Managed Print Programs?
At Facet, we help businesses evaluate their print environments and implement cost-saving solutions tailored to their needs. Let’s discuss whether Managed Print Programs are the right choice for your SMB.
Contact Us Today to learn more about how you can reduce costs and improve efficiency with a Managed Print Program.
Ready to see how much your business can save? Schedule a print environment assessment with our experts at Facet!
(Embed Typeform for meeting)